The Vendor File Additions allows you to add purchasing vendors to the system. These vendors are to be used when entering purchase orders and requisitions.
Vendor File Addition Screen 1
Vendor
Select enter to exit to the previous menu or enter a vendor number (maximum 10 alpha numeric characters). Note: It is not necessary that vendor numbers be alphabetically sequential. The vendor name on each record is part of the file key. All inquiries and data entry functions allow access to the file through the vendor name as well as the vendor number, and all reports provide a vendor name sequence option.
Vendor Name
Enter up to 40 alpha-numeric characters for the vendor's name. Note: In entering surname's and first names of both individuals and companies, consider the alphabetic sequence of the name field.
Remember: Be consistent when entering your files. The name John Smith entered in this format will be included with the letter 'J' in all alphabetic reports.
Address 1
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Enter first address line (up to 30 characters).
Address 2
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Enter second address line (up to 30 characters).
Address 3
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Enter third address line (up to 30 characters).
Address 4
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Enter fourth address line (up to 30 characters).
Postal Code
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Enter up to 10 characters of postal/zip code data.
Pay To #
Enter the vendor number of the vendor to whom payment will be made (Head Office). This is an optional field. If used, fields 10, 11 and 13 will be restricted.
Note:This is used if the vendor number and address previously entered is for ordering only. The vendor number entered here must be a valid vendor already on file, and may not itself be a Pay To vendor. Care should be taken when using this 'Pay To' vendor column. You cannot add a 'Pay To' number to an existing vendor. When you use a 'Pay To' number on a vendor, the history for payments and invoices are all stored via the vendor to whom the payments were actually made. There will be no records stored under the 'Ordered From' vendor number.
Phone
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Enter the telephone number (without special characters ( ) or - ) if required.
Fax
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Enter the fax number (without special characters ( ) or - ) if required.
Email Address
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This field is used for EFT payment notification if field #22 is filled in with an E. This Email address field is 80 characters. A '>' at the end of the field represents more data to the right of the screen. Use the magnifying glass to view this data.
Vendor File Additions Screen 2
Vendor Class
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You are restricted to entering 'P'urchasing vendors or 'S'hipping vendors. If the screen with this field is not accessed the class will be set to P.
Vendor Type Codes
Enter a 2 character vendor type code. The system requires that all vendors be classified by type. Vendor reports may be obtained sorted by type. If this type of reporting will not be required by your organization, all vendors may be the same type, and it may be any two characters desired, except for type 99. A type code of 99 indicates that this vendor number is used for miscellaneous vendors. Four other unique vendor types have been established which will be used as defaults for the vendor class codes entered.
These unique type codes are:
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'FL' |
for |
Full Usage Vendors
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'PO' |
for |
Purchasing Vendors
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'TM' |
for |
Temporary Vendors
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'SH' |
for |
Shipping Location Vendors
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Type '99' Vendors
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The system uses vendor type 99 to establish a one-time payment vendor. This can be used as an alternative to establishing a vendor record on the file for each payment that you make. When the data entry programs encounter vendor type 99, the terminal operator is prompted for name and address information to be used in the production of the cheque. The cheque processing available under vendor type 99 is limited to one invoice, one payment.
Vendor Location Code
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This option is not available at this time.
SMS Security Code
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Enter a two-character Vendor Security code, if desired.
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This field works in conjunction with atrieveSecurity Management System to restrict access to inquiry features of certain vendors to selected members of the user's organization. For details, see the Security Management System user documentation.
Foreign Exchange Code
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Enter if you are not using foreign currency conversion.
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Enter the code which corresponds to the currency code in the Foreign Exchange Code Database. Using this code will result in a currency conversion invoice entered against this vendor.
Tax Registration
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Enter anything up to 10 characters alpha/numeric in this field. Entries in this field will trigger the system to ask the question 'Tax Reportable' during invoice entry. Note: Fields 17-19 should only be entered if you have accurate banking information for the vendor. These fields will be used in a future release for electronic funds transfer.
GST Registration
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Enter up to 15 alphanumeric characters in this field. For informational use only.
Make EFT Payments
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This field controls whether the vendor is paid by Electronic Funds Transfer or cheque.
Bank
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Enter up to a 6 digit bank number.
Bank Transit
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Enter up to a 8 digit bank transit number.
Bank Account
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Fields 19, 20 and 21 contain the account information regarding where the payment is to be deposited. This information can be automatically loaded from the payroll system for those employees who wish to have their expense cheques deposited to the same account. The process that loads this information is called 'Employee EFT Update from Payroll'.
Payment Notification Method
The 3 ways a supplier/employee can be notified that funds have been transferred to their account are:
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M - Mail Notification |
This type of notification will create payment stubs that can be printed and sent in the mail. (The initial release of this software will use a predefined format to print on a 8 ½ x 11" page. The next release will include payment notification profiles to allow the users to customize the format of their payment notification. |
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F - Fax Notification |
This type of notification will send payment information by fax. It is necessary that all vendors being notified by fax have field 09 'FAX #' filled in on their vendor file. NOTE: The symbol TSC$FAX_QUEUE must be defined as the fax print queue name in the print device profile before notification can be sent. This option has been designed to work with the Omtool Network Fax software. |
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E - Email Notification |
This type of notification will be sent by Email. It is necessary that all vendors being notified by Email have field 10 'Email Address' filled in on their vendor file. |
Update Bank Info from Payroll
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This field will control whether banking information should be updated in the vendor file if updated in payroll. The information does not update the vendor file until the EFT Update from Payroll is run.
Vendor Additions Screen 3
Alternate Sort Key
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This field is prompted for if the Vendor Sort key has been activated in the User Profile.
Vendor Service
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Enter up to 30 characters of information describing the type of service provided by this vendor. This field is only used by the Public Bodies module.
Payment Terms
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Enter the standard payment terms for the vendor. (Up to 10 alpha-numeric characters. This can be used as the payment terms during invoice entry if User Profile item #22 is set to Y.
F.O.B.
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Enter the standard FOB point. (Up to 20 alphanumeric characters.)
Shipping Instructions
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Enter the standard shipping instructions. (Up to 30 alphanumeric characters.)
Contact Name
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Enter the contact name (up to 30 alphanumeric characters) for the vendor.
Invoice Attachments
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This field is reserved for future use.
Notes
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Enter any additional information pertaining to the vendor (up to 120 characters).
Accept\Cancel\Field ## To Change\Prev\Next
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Enter A to accept this Vendor. You may only accept the Vendor on screen #3 after all entry is complete.
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Enter CA to cancel this entry and go back to the Vendor Number prompt.
Note:
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You are limited to the field numbers of the current page you are on.
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Enter P key to move to the previous screen.
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Enter N key to move to the next screen.